HomeMy WebLinkAboutContract 59849-R1CSC No. 59849-Rl
CITY OF FORT WORTH
CONTRACT RENEWAL NOTICE
August 30, 2024
Shawnee Mission Tree Service, Inc. DB/A Arbor Masters Tree Service
Attn: Brian Spear
1510 Jelmak St
Grand Prairie, TX 75050
Re: Contract Renewal Notice
Fort Worth City Secretary Contract No. 59849 ("Contract")
First Renewal Term (July 27, 2024 — July 26, 2025)
The current term of the above -referenced Contract with the City of Fort Worth expired on
July 26, 2024 (the "Expiration Date"). The Contract provided for up to four (4) one-year renewal
terms after the expiration of the Initial Term. This letter will memorialize the collective desire of
the parties to renew the Contract for the First Renewal Term, which will begin immediately after
the Expiration Date of the current term and continue for one year thereafter. All other terms and
conditions of the Contract remain unchanged. Please return this signed acknowledgement letter
to the address set forth below acknowledging receipt of the Contract Renewal Notice.
Please log into PeopleSoft Purchasing to ensure that your company information is correct
and up-to-date.
If you have any questions concerning this Contract Renewal Notice, please contact me at
the telephone number listed below.
Sincerely,
G 4�x
Craig Fox, City Forester
817-392-5729
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
First Renewal of CSC No. 59849 Page 1 of 2
IN WITNESS WH REOF, the parties hereto have executed this First Renewal in
multiples.
City:
By: op�
Name: Jesica McEachern
Title: Assistant City Manager
Date: Sep 3, 2024
Vendor:
Pal -rick Fern
By:
Patrick Fern (Sep 3, 2024 07:22 CDT)
Name: Patrick Fern
Title: Branch Manager
Email: pfern@arbormasters.com
Date: Sep 3, 2024
FOR THE CITY OF FORT WORTH INTERNAL PROCESSES:
Approval Recommended:
By:
Name: Richard Zavala
Title: Director
Park & Recreation Department
Approved as to Form and Legality:
T
By:
Name: Trey Qualls
Title: Assistant City Attorney
Contract Authorization:
M&C: 23-0454
Form 1295: 2023-1015940
Contract Compliance Manager:
By signing I acknowledge that I am the
person responsible for the monitoring and
administration of this contract, including
ensuring all performance and reporting
requirements.
By: • 4y
Name: Craig Fox
Title: City Forester
Park & Recreation Department
City Secretary:
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By: V
Name: Jannette S. Goodall
Title: City Secretary
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
First Renewal of CSC No. 59849 Page 2 of 2
M&C Review
Page 1 of 3
A
CITY COUNCIL AGEND
Create New From This M&C
Official site of the City of Fort Worth, Texas
FoRT WORTH
REFERENCE **M&C 23- 13P ITB 23-0046 TREE
DATE: 6/13/2023 NO.: 0454 LOG NAME: REMOVAL SERVICES MC
PARD
CODE: P TYPE: CONSENT PUBLIC NO
HEARING:
SUBJECT: (ALL) Authorize Non -Exclusive Purchase Agreements with the Paysage Group LLC dba
Smith Lawn & Tree, Shawnee Mission Tree Service, Inc. dba Arbor Masters and the F.A.
Bartlett Tree Expert Company to Provide Tree Removal and Pruning Services for City
Departments in a Combined Annual Amount Up to $2,215,171.00
RECOMMENDATION:
It is recommended that the City Council authorize non-exclusive purchase agreements with The
Paysage Group LLC dba Smith Lawn & Tree, Shawnee Mission Tree Service, Inc. dba Arbor Masters
and The F.A. Bartlett Tree Expert Company to provide tree removal and pruning services for City
departments in a combined annual amount up to $2,215,171.00 for the initial term and authorize four
one-year renewal options for the same amount.
The Park and Recreation, Water and Transportation & Public Works departments approached the
Purchasing Division to finalize an annual agreement to provide hazardous tree removal, pruning, and
disposal services throughout the City of Fort Worth (City). This agreement will also cover emergency
storm response services.
In order to procure these services, staff issued an Invitation to Bid (ITB) No. 23-0046. The ITB
consisted of detailed specifications of services to be performed by the vendors, and minimum
requirements that the vendor must comply with.
This bid was advertised in the Fort Worth Star -Telegram on March 22, 2023, March 29, 2023, April 5,
2023 and April 12, 2023. The City received five (5) responses.
An evaluation panel, consisting of representatives from the Park and Recreation and Transportation
& Public Works departments reviewed and scored the submittals using Best Value criteria. The
individual scores were averaged for each of the criteria and the final scores are listed in the table
below:
Bidders
The Paysage Group LLC dba Smith Lawn &
Tree
Z
awnee Mission Tree Service, Inc. dba
bor Masters
IThe F.A. Bartlett Tree Expert Company
GI -Mow
Evaluation Criteria
a b c d
24.00 15.50 12.00 34.35
15.7513.50 8.25 35.00
15.7513.50 8.25 0.00
6.75 4.50 3.38 X
Total Score Rank
85.85 1
72.50 2
37.50 3
Bidder did not 4
meet technical
points; therefore,
http://apps.cfwnet.org/council_packet/mc review.asp?ID=31082&councildate=6/13/2023 6/15/2023
M&C Review
Page 2 of 3
LaTour Tree Service
Best Value Criteria:
10.50 5.50 4.13 X
cost was not
evaluated.
Bidder did not
meet technical
points; therefore, 5
cost was not
evaluated.
a. Bidder's ability of resources to provide services (equipment and personnel);
b. Bidder's years in business, references and additional qualifications/certifications;
c. Bidder's ability to meet the City's needs; and
d. Cost of service.
GI -Mow and LaTour Tree Service did not score at least 50\% or more of the total available points for
technical criteria; therefore, both were deemed non -responsive.
After evaluation, the panel concluded that The Paysage Group LLC dba Smith Lawn & Tree,
Shawnee Mission Tree Service, Inc. dba Arbor Masters and The F.A. Bartlett Tree Expert Company
presented the best value to the City. Therefore, the panel recommends awarding non-exclusive
agreements to The Paysage Group LLC dba Smith Lawn & Tree, Shawnee Mission Tree Service,
Inc. dba Arbor Masters and The F.A. Bartlett Tree Expert Company. Under these non-exclusive
agreements the departments will request services in the order of lowest unit prices, availability and
vendor's proximity to the designated work site. No guarantee was made that a specific amount of
these services will be purchased. Staff certifies that the recommended vendors' bids meet
specifications.
FUNDING: The maximum allowed under this agreement would be $2,215,171.00; however, the
actual amount used will be based on the need of the department and available budget. The annual
departments allocation for this agreement is:
Department
Estimated Account Name
Annual Amount
Park & Recreation $ 1,585,990.00 Other Contractual Servicesi
Water $ 385,129.00 Other Contractual Services
Transportation & Public Works $ 244,052.00 Other Contractual Services
Total $ 2,215,171.00 1
Funding is budgeted in the Other Contractual Services account within the Park and Recreation
Department rollup within the General Fund, Water Department rollup within the Water & Sewer Fund,
Transportation & Public Works Department rollup within the Stormwater Utility Fund and 4 various
projects within the General Capital Projects Fund.
DVIN-BE - A waiver of the goal for Business Equity subcontracting requirement is approved by the
DVIN-BE, in accordance with the Business Equity Ordinance, because the purchase of goods or
services is from sources where subcontracting or supplier opportunities are negligible.
ADMINISTRATIVE CHANGE ORDER: An administrative change order or increase may be made by
the City Manager up to the amount allowed by relevant law and the Fort Worth City Code and does
not require specific City Council approval as long as sufficient funds have been appropriated.
AGREEMENT TERMS: Upon City Council approval, this agreement shall begin upon execution and
shall expire one year from that date.
RENEWAL OPTIONS: The City shall have four one-year options to renew the Agreement. This action
does not require specific City Council approval provided that the City Council has appropriated
sufficient funds to satisfy the City's obligations during the renewal term.
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M&C Review
Page 3 of 3
FISCAL INFORMATION/CERTIFICATION:
The Director of Finance certifies that funds are available in the current operating and capital budget,
as previously appropriated, in the General Fund, Water & Sewer Fund, Stormwater Utility Fund and
General Capital Projects Fund to support the approval of the above recommendation and award of
the agreement. Prior to an expenditure being made, the participating departments have the
responsibility to validate the availability of funds.
BQN\\
TO
Fund Department Account Project Program Activity Budget Reference # Amount
ID ID Year (Chartfield 2)
FROM
Fund Department Account Project Program Activity Budget Reference # Amount
ID ID Year (Chartfield 2)
Submitted for Citv Manager's Office bv: Reginald Zeno (8517)
Jesica McEachern (5804)
Oriqinatinq Department Head: Reginald Zeno (8517)
Dave Lewis (5717)
Additional Information Contact: Jo Ann Gunn (8525)
Maria Canoura (2526)
ATTACHMENTS
13P ITB 23-0046 TREE REMOVAL SERVICES MC PARD.docx (CFW Internal)
DVIN-Tree Removal Services ITB Approved Waiver.Ddf (CFW Internal)
Form 1295 - FA Barlett Tree Expert ComDanv.Ddf (CFW Internal)
Form 1295 - SMTS dba Arbor Masters.Ddf (CFW Internal)
Form 1295-TPG dba Smith Lawn & Tree.Ddf (CFW Internal)
FW020 - Final FID TABLE - ITB 23-0046.xlsx (CFW Internal)
FW060 - Final FID TABLE - ITB 23-0046.xlsx (CFW Internal)
FW080 - Final FID TABLE - ITB 23-0046 R1.xlsx (CFW Internal)
SAMs Report SMT dba Arbor Masters Entitvinfo-20230502-010245.Ddf (CFW Internal)
SAMs Report The F.A. Bartlett Tree Expert Companv - not found.Ddf (CFW Internal)
SAMs Report TPG dba Smith Lawn & Tree - not found.Ddf (CFW Internal)
http://apps.cfwnet.org/council_packet/mc review.asp?ID=31082&councildate=6/13/2023 6/15/2023